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DIVISION OF FAMILY SERVICES LOCAL DEPARTMENT RESOURCE, FOSTER AND ADOPTIVE FAMILY

HOME APPROVAL GUIDANCE

Table of Contents Part 1: PROGRAM OVERVIEW ................................................................................................ 1

Section 1: Philosophy of Provider Approval ................................................................... 1 Section 2: Scope of Provider Approval ............................................................................ 2

Part 2: LEGAL BASIS ................................................................................................................... 2

Section 1: Federal Law and Regulation ........................................................................... 2 Section 2: State Law and Regulation ............................................................................... 3

Part 3: DEFINITIONS ................................................................................................................... 4 Part 4: APPROVAL PROCESS REQUIREMENTS .................................................................. 6

Section 1: Dual Approval Process .................................................................................... 6 Section 2: Mutual Family Assessment ............................................................................. 6

Part 5: INITIAL APPROVAL PROCEDURES .......................................................................... 6

Section 1: General Provider Approval Requirements ................................................... 6 A. Provider Application ............................................................................................ 7 B. Age Requirements ................................................................................................ 7 C. Capacity ................................................................................................................. 7 D. Conflict of Interest ............................................................................................... 7 E. Provider Approval Period ................................................................................... 8 F. Anti-discrimination for Approving Providers ................................................... 8 G. Marital Status ....................................................................................................... 8 H. Citizenship ............................................................................................................. 8

Section 2: Background Checks ......................................................................................... 8 A. Criminal Background Checks ............................................................................. 8

1. Fingerprints and Child Protective Services Checks ........................... 8 2. Other Household Members ................................................................... 9

B. National Name Search.......................................................................................... 9 C. Department of Motor Vehicles Check ................................................................ 9

Driver Record Check ........................................................................................... 9 Local Government Access to DMV Records ...................................................... 9

Section 3: Worker-Family Interviews .......................................................................... 10 A. Purpose ................................................................................................................ 10 B. Number of Interviews and Participants ........................................................... 10

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1. Interviews ............................................................................................... 10 2. Review of Approval Requirements ...................................................... 10

C. Making the Most of Interviews ......................................................................... 10 D. Provider Agreements ......................................................................................... 10 E. Applicant History ............................................................................................... 10 F. Training ............................................................................................................... 12

Section 4: Physical Home Environment Assessment .................................................... 12 A. Space and Furnishings ....................................................................................... 12 B. Physical Comfort ................................................................................................ 12 C. Sleeping Space .................................................................................................... 12 D. Access to Telephone............................................................................................ 12 E. Home Safety Requirements ............................................................................... 13

1. Emergency Preparedness Plan ........................................................... 13 2. Fire Safety ............................................................................................ 13 3. Weapons ............................................................................................... 13 4. Pets ........................................................................................................ 13 5. Other ..................................................................................................... 14

Section 5: Supporting Documentation ........................................................................... 14 A. References ........................................................................................................... 14 B. Physical Examination ......................................................................................... 14 C. Prior Experience ................................................................................................. 14 D. Verification of Marriage and Divorce Documents .......................................... 15 E. Agreements ......................................................................................................... 15

1. Corporal Punishment Agreement ...................................................... 15 2. Confidentiality Agreement ................................................................. 15 3. Foster Care/Adoption Placement Agreement ................................... 15

F. Financial/Employment History ......................................................................... 15 1. Income Verification ........................................................................... 15 2. Assets and Resources ......................................................................... 16 3. Debts and Obligations........................................................................ 16

Section 6: Pre-Service Training ..................................................................................... 16 A. Training Requirements ...................................................................................... 16 B. Core Competencies ............................................................................................. 17 C. Non-Competency Training Requirements ....................................................... 18 D. Prior Training Considerations ......................................................................... 18

Section 7: In-Service Training ........................................................................................ 19 A. Training Requirements ...................................................................................... 19 B. Training Needs .................................................................................................... 19 C. Annual Training ................................................................................................. 19

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Part 6: MUTUAL FAMILY ASSESSMENT ............................................................................. 19 Section 1: Purpose of the Mutual Family Assessment Report ..................................... 19 Section 2: Assessing Applicant’s Knowledge, Abilities, Attitudes and Relationships and Capacity to Foster and/or Adopt ......................................................................... 20 Section 3: The Decision to Approve or Deny ................................................................ 20 Section 4: Documenting Approval ................................................................................. 20

A. Format of Approval Narrative .......................................................................... 20 B. Preferred Template ............................................................................................ 21 C. Approval Checklist ............................................................................................. 21

Section 5: Notification to the Provider .......................................................................... 21 Part 7: ALLOWING A VARIANCE .......................................................................................... 21

Section 1: Process and Exclusions .................................................................................. 21 A. Exclusions ............................................................................................................ 21 B. Process for Obtaining a Variance ..................................................................... 21

Section 2: Annual Review of Variances ......................................................................... 22 A. Approval Status .................................................................................................. 22 B. Annual Review .................................................................................................... 22

Part 8: PROVIDER FILE ............................................................................................................ 23

Section 1: Establishing a Provider File .......................................................................... 23 A. OASIS Record .................................................................................................... 23 B. Paper Case File ................................................................................................... 23

Section 2: Maintenance of the Provider File ................................................................. 23 Part 9: MONITORING APPROVED HOMES/PROVIDERS ................................................ 23

Section 1: Standards of Care for Continued Approval ................................................ 23 Section 2: Required Monitoring Efforts ........................................................................ 24

A. Required Family Visits 24 B. Monitoring Activities ......................................................................................... 24 C. Actions ................................................................................................................. 25

Part 10: RE-APPROVAL REQUIREMENTS .......................................................................... 25 Section 1: Interview Requirements ............................................................................................. 25

A. Review ................................................................................................................. 25 B. Written Addendum ............................................................................................ 25

Section 2: Supporting Documentation ........................................................................................ 25 A. Criminal Background Checks ........................................................................... 25 B. Driver’s License, Registration and Insurance ................................................. 25

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C. Tuberculosis Screening/Test .............................................................................. 26 D. Confidentiality and Corporal Punishment Agreements ................................. 26 E. In-Service Training ............................................................................................ 26

Section 3: Re-approval Report ....................................................................................... 26 A. Mutual Family Assessment Addendum ............................................................. 26 B. Re-approval Checklist.......................................................................................... 26

Section 4: Notification to Provider ................................................................................. 26

Part 11: SUSPENDING OR REVOKING PROVIDER APPROVAL .................................... 27 Section 1: Suspensions in Provider Approval ............................................................... 27 Section 2: Revocation of Provider Approval ................................................................. 27

Part 12: EMERGENCY APPROVAL ........................................................................................ 27

Section 1: Emergency Approval ..................................................................................... 27 A. Purpose and Limitations .................................................................................... 27 B. Approval Requirements ..................................................................................... 28 C. Information the Worker Shall Assess and Document ..................................... 28

1. Background Checks ........................................................................... 28 2. Fingerprint Requirements ................................................................. 28

Section 2: Information for the Emergency Provider .................................................... 29 Part 13: RESPITE PROVIDER APPROVAL ........................................................................... 29

Section 1: Purpose of Respite Placements ..................................................................... 29 Section 2: Approval of Respite Providers ..................................................................... 30

A. Dual Approval .................................................................................................... 30 B. Respite Approval Only ....................................................................................... 30 C. Re-approval of Respite Providers ..................................................................... 30 D. In-Service Training ............................................................................................ 30

Part 14: PROVIDER’S RIGHT TO GRIEVE ........................................................................... 30

Section 1: Allowable Grievances .................................................................................... 30 A. Provider Approval ............................................................................................... 30 B. Child Placement ................................................................................................... 30

Section 2: Grievance Procedure ..................................................................................... 30

Part 15: FORMS, TOOLS AND RESOURCES ........................................................................ 31 Section 1: Forms .............................................................................................................. 31

A. Required Forms .................................................................................................. 31 B. Suggested Forms ................................................................................................. 31

Section 2: Tools and Resources ...................................................................................... 31

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Part 16: BEST PRACTICE ......................................................................................................... 34 Section 1: Recruiting Providers ..................................................................................... 34

A. Basic Principles ................................................................................................... 34 B. Balancing Types of Recruitment ....................................................................... 34 C. Responding to Inquiries ..................................................................................... 35 D. Exploring Other Ways to Serve Children ........................................................ 35

Section 2: Supporting and Retaining Resource Families ............................................. 35 A. Basic Principles ................................................................................................... 35 B. Supporting Placements ...................................................................................... 36 C. Valuing Resource Parents .................................................................................. 36

Appendix A ................................................................................................................................... 38

Procedures for Conducting Name-Based Check .......................................................... 39 Provider Approval Budget Sheet ................................................................................... 41 Reference Request Form ................................................................................................. 42

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HOME APPROVAL GUIDANCE MANUAL Part 1: PROGRAM OVERVIEW Section 1: Philosophy of Provider Approval The approval process for resource, foster and adoptive family home providers is based on the principles articulated in the Children’s Services System Practice Model located at http://www.vafamilyconnections.com/practice_model.shtml. These principles are instilled in all of Virginia’s child welfare guidance, practice and training. They also undergird the guidance and practices that are used to approve those individuals in Virginia who wish to assume the daily care of children and youth placed in foster care or available for adoption. Major principles of this Practice Model are:

We believe that all children and communities deserve to be safe.

We believe in family-, child-, and youth-driven practice.

We believe that children do best when raised in families.

We believe that all children and youth need and deserve a permanent family.

We believe in partnering with others to support child and family success in a system that is family- focused, child-centered, and community-based.

We believe that how we do our work is as important as the work we do. Based on these principles, the goals of approving resource, foster and adoptive home providers are:

1. To promote safety, permanence and well-being for all children and youth in the child welfare system, through a system of recruitment, development and support that is competency-based and comprehensive; the process is completed and documented in a consistent manner and includes a narrative and other documentation that provides a clear understanding of the factors considered in approving the provider.

2. To ensure all decisions to approve a resource, foster and adoptive home provider are based on a process of Mutual Family Assessment where the applicant and the worker openly discuss and mutually decide if approval is in the best interest of all involved.

3. To approve all individuals through a Dual Approval process. Through this process, individuals are exposed to the ideas and requirements of fostering and adopting and are only required to undergo a single process of approval whether they choose to foster, adopt, foster and adopt, provide respite, or change their minds over time.

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Section 2: Scope of Provider Approval This guidance addresses the approval of all types of families who provide care for children in the foster care system. While terms such as “foster parent,” “adoptive parent” or “respite parent” indicate who a family is relative to a child’s permanency plan, these are not discrete or mutually exclusive activities; rather they are a few of the many ways a family can serve as a resource to that child. In this guidance, all types of families—foster, adoptive, and respite caregivers, as well as approved relatives, concurrent planning families, etc.—are generally referred to as resource families. For simplicity in this document, all individuals seeking approval as resource families are referred to as “providers.” This guidance, pursuant to Regulation 22VAC40-211, addresses provider approval/re-approval processes, including background checks, training, home studies, monitoring and suspension or revocation of approval. This guidance also provides the local departments with specific required and recommended procedures and forms needed to carry out these regulatory standards. Requirements apply to adoptive families only until the final order of adoption is issued. The approval processes as presented in this guidance, are consistent with two significant approaches to working with care-giving families. Families are dually approved as foster and adoptive families and the approval process is a mutual endeavor between the local department of social services and the family requesting approval. These processes are consistent with Virginia’s practice model. Part 2: LEGAL BASIS Section 1: Federal Law and Regulation Specific foster care and adoption home approval requirements are set forth in the following federal laws, many of which are incorporated into Title IV-E of the Social Security Act.

• P.L. 109-432 - Tax Relief and Health Care Act of 2006 • P.L. 110-351 – Fostering Connections to Success and Increasing Adoption

Incentives Act of 2008 • P.L. 109-288 - Child and Family Services Improvement Act of 2006 • P.L. 109-248 - Adam Walsh Child Protection and Safety Act of 2006 • P.L. 109-239 - Safe and Timely Interstate Placement of Foster Children Act of

2006 • P.L. 109-171 - Deficit Reduction Act of 2005 • P.L. 109-113 - Fair Access Foster Care Act of 2005. • The Keeping Children and Families Safe Act of 2003 • Promoting Safe and Stable Families Amendments of 2001 • Strengthening Abuse and Neglect Courts Act of 2000

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• Inter-Country Adoption Act of 2000 • Child Abuse Prevention and Enforcement Act, 2000 • Foster Care Independence Act of 1999 • Adoption and Safe Families Act of 1997 • Child Abuse Prevention and Treatment Act (CAPTA), as Amended, 1996 • Interethnic Adoption Provisions (IEPA) of the Small Business Job Protection Act

of 1996 • Multiethnic Placement Act (MEPA) of 1994 • P.L. 96-272 - The Adoption Assistance and Child Welfare Act of 1980 • Additional requirements are set forth in the Code of Federal Regulations (CFR)

Title 45 - Public Welfare Chapter XIII - Office of Human Development Services o 45 CFR 1355 - General o 45 CFR 1356 - Requirements Applicable to Title IV-E o 45 CFR 1357 - Requirements Applicable to Title IV-B

Section 2: State Law and Regulation Specific state laws relevant to the approval of provider homes are: The Code of Virginia

• § 63.2-900. Accepting children for placement in homes, facilities, etc., by local boards. §63.2-901.1, Criminal history and central registry check for placements of children

• § 63.2-1208. Investigations; report to circuit court.

• §63.2-1225, Determination of appropriate home

• §63.2-1231, Home study; meeting required; exception

• §63.2-1719, Definitions

• §63.2-1721, Background check upon application for licensure or registration as child welfare agency; background check of foster or adoptive parents approve by child –placing agencies and family day homes approved by family day systems; penalty.

• §63.2-1722, Revocation or denial of renewal based on background checks; failure to obtain background check.

• §63.2-1723, Child welfare agencies; criminal conviction and waiver.

The Administrative Code of Virginia, 22VAC40-211, Resource, Foster and Adoptive Family Home Approval Standards

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Part 3: DEFINITIONS "Adoptive parent" means any provider selected and approved by a parent or a child-placing agency for the placement of a child with the intent of adoption.

"Adult" means any person 18 years of age or over.

"Applicant" means an individual or couple applying to be approved as a resource, foster and/or adoptive home provider.

"Background checks" means a sworn statement or affirmation, criminal history record information, child abuse and neglect central registry check, and any other requirement as set forth in § 63.2-901.1 of the Code of Virginia

"Caretaker" means any individual having the responsibility of providing care for a child and includes the following: (i) parent or other person legally responsible for the child's care; (ii) any other person who has assumed caretaking responsibility by virtue of an agreement with the legally responsible person; (iii) person responsible by virtue of their position of conferred authority; or (iv) adult person residing in the home with the child.

"Central registry" means a subset of the child abuse and neglect information system and is the name index with identifying information on an individual named as an abuser and/or neglector in founded child abuse and/or neglect complaints or reports not currently under administrative appeal, maintained by the department.

"Child" means any natural person less than 18 years of age.

"Child-placing agency" means any person who places children in foster homes, adoptive homes or independent living arrangements pursuant to § 63.2-1819 of the Code of Virginia or a local board that places children in foster homes or adoptive homes pursuant to § 63.2-900, 63.2-903 or 63.2-1221 of the Code of Virginia. Officers, employees, or agents of the Commonwealth, or any locality acting within the scope of their authority as such, who serve as or maintain a child-placing agency, shall not be required to be licensed.

"Commissioner" means the commissioner of the department, his designee or authorized representative.

“Contingency Fund” is a statewide insurance plan to supplement local board-approved resource families’ homeowner’s policies in order to reimburse for certain damages or losses incurred due to behaviors of the child in placement with the family.

"Corporal punishment" means punishment administered through the intentional infliction of pain or discomfort to the body through actions such as, but not limited to, (i) striking, or hitting with any part of the body or with an implement; (ii) pinching, pulling, or shaking; or (iii) any similar action that normally inflicts pain or discomfort.

“CRAFFT” is an acronym for Community Resource, Adoptive, and Foster Family Training. This contracted training service is available for prospective resource families in order to increase the pool of viable family-based placements. CRAFFT also delivers in-service training for currently-approved families and conducts assessments specific to training needs of prospective resource families.

"Department" means the State Department of Social Services.

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"Dual approval process" means a process that includes a study of the home, mutual selection, interviews, training and background checks to be completed on all applicants to be considered for approval as a resource, foster, or adoptive family home provider.

"Foster parent" means an approved provider who gives 24-hour substitute family care, room and board, and services for children or youth committed or entrusted to a child-placing agency.

"Fully approved" means a decision by the local department that the provider has met all requirements to be approved as a resource, foster, adoptive, or respite home provider.

"In-service training" means the ongoing instruction received by providers after they complete their pre-service training.

"Interstate Compact on the Placement of Children" means a uniform law that has been enacted by all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands that establishes orderly procedures for the interstate placement of children and sets responsibility for those involved in placing those children.

"Local department" means the local department of social services of any county or city in this Commonwealth.

“Mutual Family Assessment” is a process that includes both a study of the physical home as well as the prospective provider(s). It is mutual in that while the local department maintains final authority on the decision to approve or not approve, assessment is done with families as opposed to families.

“Mutual Family Assessment Report” contains narrative, checklist and other data as required for provider approval. Historically this has been called the “home study”.

"Parent" means the birth or adoptive parent of a child.

"Pre-service training" means the instruction received by provider applicants during the initial approval process.

"Provider" means a resource, foster, adoptive or respite family.

"Resource parent" means an approved provider who is committed both to support reunification and also to be prepared to adopt the child if the child and family do not reunify. This provider has completed the dual approval process.

“Resource Family Consultant” is the title of regional staff who work with local departments regarding the recruitment, development and support of resource families. This work includes conducting assessments with agencies to determine their strengths, needs and capacities in regard to resource families.

"Respite care" means the provision of temporary care for children on an emergency or planned basis for the purposes of providing placement stability, supporting the achievement of timely permanency and promoting connections to relatives.

"Respite parent" means an approved provider who gives temporary care to children on an emergency or planned basis.

“Revocation” is the permanent cancellation or withdrawal of approval of a provider, and the provider can only be reinstated as a result of a new application process completion.

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“Suspension” is the temporary deferment or cancellation of an approved home that allows for reinstatement of the approval when circumstances causing the suspension are resolved.

“Variance” is the allowance of non-compliance with a specific requirement for approval as a resource parent and can only be granted within the parameters outlined in PART 7 of this guidance. Part 4: APPROVAL PROCESS There are two specific processes used in the approval of agency provider homes. These processes are critical to permanency for children in foster care and demonstrate the commitment to shared decision-making between the local department and the provider.

Section 1: Dual Approval Process Dual approval creates a standard set of requirements for all prospective applicants and eliminates the need for a second full assessment, if a foster parent adopts. Families can and should express their preferences as to what type of care they feel most able to provide (e.g., foster care only, adoption only)—a dual approval process does not change any aspect of family prerogative or agency authority. Dual approval streamlines the approval process.

Section 2: Mutual Family Assessment Mutual Family Assessment is a process that includes both a study of the physical home as well as the prospective provider(s). It is mutual in that while the local department maintains final authority on the decision to approve or not approve, assessment is done with families as opposed to families. Prospective providers are empowered to assess themselves as applicants and to determine if the role of foster, adoptive or resource parent is right for them. A thorough assessment integrates pre-service training topics into the home visits to maximize opportunities for developing and documenting a family’s competence in meeting the special needs of children in care. Training and home visits are primary sources for assessment, while also drawing information from sources such as references, background checks, etc.

Each prospective resource, foster and adoptive family shall be encouraged to participate in an open and honest assessment of their strengths in fostering or adopting, as well as their needs for support. Their strengths and needs shall be utilized in making a match with the needs of a specific child to be placed.

As a result of this process, the final decision to approve the home shall reflect the family's perceived ability and willingness to foster or adopt as well as the agency’s assessment of the family.

Part 5: INITIAL APPROVAL Section 1: General Provider Approval Requirements Minimally, all local department-approved providers shall meet the following:

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A. Provider Application Upon receipt of a completed provider application, the local department is responsible for ensuring the initiation of the approval process. If at any point in the process, the decision is made either by the agency or family to discontinue the process, the local department shall notify the applicant(s) in writing as to the reason why the approval process was stopped. A copy of this notice shall be filed in the applicant’s record. The Application For Department-Approved Provider Form (032-04-0051-00-eng) shall be used by all individuals who are requesting to become agency approved providers. The form provides basic information needed to begin the process of approval and eliminates obtaining such information during the interviews.

B. Age Requirements Providers must be at least eighteen years of age. The age of the provider applicant is one of many considerations in the decision to approve an individual to foster, adopt or provide respite care.

C. Capacity The number of children in the provider's home shall not exceed eight unless a variance is granted (See Part 7). The decision regarding how many children may be placed in a provider’s home may change over time based on children already in the home, the provider’s demonstrated capabilities, and other factors. Capacity of the home must be based on consideration of multiple factors that include but are not limited to the following:

1. The physical accommodations of the home especially in regard to each child’s age, gender, safety needs and need for privacy and personal space;

2. Whether any individuals in the home, including the provider's children, require special attention or services of the provider that affect the provider's ability to ensure the safety of all children in the home;

3. The capabilities and skills of the provider to manage the number of children;

4. The clinical needs and special requirements of each child as they pertain to the child’s history of abuse or neglect, physical limitations or developmental delays. Implications of each child’s history must be considered in the decision

5. Whether the child's best interest requires placement in a certain type of home (for example, a home with no young children or a home with no other child); and

6. Whether the provider is also a child care provider in the home. D. Conflict of Interest

1. Individuals who work for a local department shall not be approved as a provider for a child in the custody (legal or physical) of that local department. In situations where a local department employee wishes to serve as a provider for a child in the local department’s custody, the local

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department must transfer custody of the child to another local department. Local department employees can play other significant roles in the life of a child or youth – as advocates, mentors, etc., or as an approved provider for children or youth in another local department’s custody.

2. Foster and adoptive providers who have met the requirements to be an approved child care provider may provide child care in their home for their foster child. However, Title IV-E federal funds may not be used to pay for the child care service. The child care provider may apply for child care through Title IV-A child care funds.

E. Provider Approval Period Providers are approved for a period of 36 months. The effective date of approval is the date the Mutual Family Assessment Report 032-04-0060-00-eng (04/10) is signed by the supervisor. The date of approval must be documented in the Certificate of Approval (Form #032-03-136/1 at http://spark.dss.virginia.gov/divisions/dfs/fc/files/forms/032-03-0136-01-eng.doc) or approval letter sent to the provider. A copy of the Certificate or letter shall be maintained in the provider’s file.

F. Anti-discrimination for Approving Providers According to federal statute, the local department may not deny to any person the opportunity to become an adoptive or foster parent on the basis of race, color, or national origin of the person.

G. Marital status Only individuals or married couples may be approved as providers.

H. Citizenship Citizens of other countries who are residing in the United States in a legal and documented manner may apply to become approved providers.

Section 2: Background Checks Applicants with barrier crimes as set forth in the Code of Virginia, §63.2-1719 cannot be approved as a provider, and this requirement is not subject to a variance. Other adults in the home with a barrier crime also preclude approval of the home. Results of these checks must be maintained in the file of the provider and in no other place (including any form of archiving or electronic storage). Results cannot be shared with any person other than the specific subject of the search.

A. Criminal Background Check Background checks are required for those adults who are applying to be providers and for all other adults in the home. 1. Applicant Fingerprints and Child Protective Services Checks: For the

applicant, background checks for initial approval consist of a written statement of affirmation (Sworn Statement Form 032-05-0973-00-eng) disclosing any criminal and child abuse and neglect history in Virginia and any other state of residence within the past five years, a national fingerprint

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criminal record check, a Child Protective Services (CPS) child abuse and neglect central registry search, a search of the Sex Offender Registry (included in the national criminal background check), (http://spark.dss.virginia.gov/divisions/obi/forms.cgi) and a DMV check (See C, below).

2. Other Household Members: For other adults residing in the home, background checks consist of at a minimum, a Virginia state criminal record check, a Child Protective Services (CPS) child abuse and neglect central registry search, and a search of the Sex Offender Registry. If the local department chooses to conduct a national criminal background check, the sex offender registry search is included and a separate search is, therefore, not required. The Registry may be accessed at: http://sex-offender.vsp.virginia.gov/sor/. Any adult in the home who resided in another state within the previous five years must also have a CPS central registry search run in those states in which he resided. If the adult will be transporting the child, a DMV check is required.

B. National Name Search In those instances where an individual’s fingerprints are not obtainable due to a disability or are of low quality and unable to be read, procedures exist for conducting a national name-based check through the National Crime Information Database Request to Discontinue Reprints 032-02-0512-00-eng. Under these circumstances, use of this procedure is approved by the federal Administration for Children and Families as meeting the requirement for national fingerprint checks. The criteria and procedures for obtaining national background checks, name searches and CPS checks (including out-of-state CPS checks) can be found at: http://spark.dss.virginia.gov/divisions/obi/index.html.

C. Department of Motor Vehicles Check 1. Driver Record Check: A Department of Motor Vehicle (DMV) driver

record check must be obtained for the applicant(s) as well as all others in the home who may be transporting the child. While there is no specific standard for a “satisfactory” DMV driver record check, results of this check should be considered in concert with other information gained in the mutual family assessment process.

2. Local Government Access to DMV Records: Local governments have access to DMV records free of charge in accordance with § 46.2-208 of the Code of Virginia. The information available includes convictions, accidents, driver’s license suspensions or revocations and other information that may be needed by the local government in order to carry out its official function. Most local departments have established agreements for records access; however, for more information on this process contact the DMV or access their website at: http://www.virginia.gov/cmsportal3/online_services_4096/premium_services_4109/department_of_motor_vehicles_(dmv)_4441/dmv_records_information.html.

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Section 3: Worker-Family Interviews

A. Purpose: • to develop a relationship between the agency and the family; • to answer questions family members may have about foster care, adoption, or

the approval process; • to provide opportunities for family members to talk about sensitive issues,

discuss concerns, and explore how being a resource parent will impact their family system;

• to allow the agency worker time to explore any critical tasks or topics that may impact approval or need extra support (such as maintaining birth family connections); and

• to develop and document the competencies (See PART 5, Section 7) needed for fostering/adopting.

B. Number of Interviews and Participants The local department worker shall discuss with the applicant the requirements for provider approval. Local department workers shall review the Mutual Family Assessment process, dual approval, fingerprinting and criminal background checks with the family.

1. Interviews: Local departments shall conduct a minimum of three face-to-face interviews with each applicant; at least one shall be in the applicant's home. If there are two individuals listed as applicants, at least one interview must be with both individuals. At least one interview shall be with all individuals who reside in the home.

2. Review of Approval Requirements: The local department worker is responsible for providing the applicants with specific information about what is involved in being a provider and engaging in a discussion with them about their expectations and motivation for becoming a provider at this time. Local department representatives are responsible for ensuring that applicants have the qualifications and abilities they will need to protect, parent, and nurture the abused or neglected children in their care. Within these interviews, the local department worker should:

a. Discuss and assess the applicants’ ability to meet children's immediate and short-term needs for health, education, social and emotional development, as well as their therapeutic needs, including special needs identified in children's service plans.

b. Discuss and assess the applicants’ ability to meet not only the short term needs but, for children where adoption may be the permanency goal, those children's long term needs for supportive families.

c. The local department worker may identify, through conversations or review of the application, issues that may raise questions about the family's willingness or ability to become a

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provider. The worker should explore these issues with the family during these interviews.

C. Making the Most of Interviews • Connect visits to the family's pre-service training, to allow for a give-and-take

of information that helps inform mutual decision-making. • Approach visits from the perspective that assessment is truly mutual—just as

the department must assess the family’s ability to support children and families, so should the family assess the department’s ability to support them in this endeavor.

• Observe interactions among household members, looking for the strengths and/or challenges individuals have in sustaining their current family relationships.

• Have conversations with all family members in the home, focusing on how fostering/adopting will impact the current family system.

• Carefully and thoroughly examine the family’s expectations of children in foster care, and how realistic these are.

• Use opportunities to stress the importance of maintaining children’s connections, and explore applicants’ attitudes, skills, and willingness to support these connections.

D. Provider Agreements The local department worker shall discuss the following mandatory agreements with the provider:

1. Corporal Punishment Agreement; 2. Confidentiality Agreement; 3. Foster Care Agreement: Code of Ethics and Mutual Responsibility (for

discussion purposes only); and 4. Adoptive Placement Agreement (for discussion purposes only).

The content of these documents is reviewed, and prior to the applicants’ approval, they must agree to abide by the values and requirements as specified in these agreements. All applicants sign the Corporal Punishment and Confidentiality Agreements. The Foster Home Agreement: Code of Ethics and Mutual Responsibilities shall be signed upon the placement of a child in the home. The Adoptive Placement Agreement is signed only upon the placement of a child in the home for the purpose of adoption. (See PART 4).

E. Applicant History The applicant’s historical information is gathered during the course of the interviews and from supporting documentation (See Section 5). The applicant’s historical narrative regarding his life history builds the local department worker’s basis for understanding and assessing the applicant’s capacity to serve as a provider. Information gathered regarding the applicant history is documented in the form of a narrative in the Mutual Family Assessment Report (See PART 6).

June, 2010 12

F. Training The local department worker also explains training requirements and the concept of competencies necessary for foster and adoptive parenting.

Section 4: Physical Home Environment Assessment The physical environment of the home shall be assessed both in terms of the physical space (e.g., adequate furnishings, heat, ventilation, etc.) as well as the applicant’s attitude toward, and ability to provide for, the child’s need for space and privacy and separate sleeping arrangements. The following areas shall be assessed, as appropriate, in the course of interviews at the applicant’s home.

A. Space and Furnishings The home shall have sufficient appropriate space and furnishings for each child receiving care in the home, including:

1. Space to keep clothing and other personal belongings; 2. Accessible basin and toilet facilities; and 3. Space for recreational activities.

B. Physical Comfort 1. The applicant must be able to provide safe, comfortable sleeping

furnishings. 2. All rooms used by the child shall be heated in winter, dry, and well-

ventilated. 3. Rooms and study space used by the child shall have adequate lighting.

C. Sleeping Space 1. Sleeping space must be provided on the first floor of the home for a child

unable to use stairs unassisted, other than a child who can easily be carried. 2. Multiple children sharing a bedroom shall each have adequate space

including closet and storage space. Bedrooms shall have adequate square footage for each child to have personal space.

3. Children over the age of two years shall not share a bed. 4. Children over the age of two shall not share a bedroom with an adult

unless the local department approves a plan to allow the child to sleep in the adult's bedroom due to documented needs, disabilities or other specified conditions.

5. Children of any age cannot share a bed with an adult.

6. Children of the opposite sex over the age of three shall not sleep in the same room.

7. Children under age seven or children with significant and documented cognitive or physical disabilities shall not use the top bunk of bunk beds.

D. Access To Telephone The provider and children shall have access to a working telephone in the home. This may be a cell phone.

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E. Home Safety Requirements 1. Emergency Preparedness Plan: Providers need to develop plans

(Emergency Plans Form, 032-04-0064-00-eng (04/10) that help protect their families and also provide communication information for use in emergency situations. 22 VAC 211-70 requires a plan that includes, but is not limited to, fire and natural disasters. It also requires the plan to include:

a. How the provider plans to maintain the safety and meet the needs of the child in their home during a disaster;

b. How the provider shall evacuate the home, if necessary, during a disaster; and,

c. How the provider shall relocate in the event of a large scale evacuation.

d. The requirement to notify the local department of where they are relocating and contact information in the event of evacuation.

The local department worker should encourage the provider to review the appropriate sections of the Emergency Plans Form (032-04-0064-00-eng (04/10)) with the children who are old enough to understand. The Emergency Plans Form should be posted in a location that is accessible to the children.

Suggestions for information the providers should include in the plan are: a. The phone number of the agency; b. The phone number of a close neighbor or relative who could come

to the home quickly; c. Plans for having emergency food, water, batteries for flashlights

and radios; and, d. The location and contact information for friends or relatives they

may go to in an emergency or evacuation. The local department will keep a copy of all sections of this plan in the provider’s file.

2. Fire Safety: The provider shall permit a fire inspection of the home by appropriate authorities if conditions indicate a need and/or the local department requests such an inspection.

3. Weapons: Possession of any weapons, including firearms, in the home shall comply with federal and state laws and local ordinances. The provider shall store any firearms and other weapons (e.g., BB guns, air guns, sling shots, etc.) in a locked closet or cabinet, with the activated safety mechanisms. Ammunition shall be stored in a separate and locked area. The key or combination to the locked closet or cabinet shall be maintained out of the reach of all children in the home.

4. Pets: Providers shall ensure that household pets are not a health or safety hazard in accordance with state laws and local ordinances, and the local department may request verification of provider compliance.

June, 2010 14

5. Other: a. The home and grounds shall be free from litter and debris and

present no hazard to the safety of the child receiving care. b. Providers shall keep cleaning supplies and other toxic

substances stored away from food and locked, as appropriate. Medications shall be out of reach of children and locked as appropriate. Medications shall be stored separately from food, except those medicines that require refrigeration.

c. Every home shall contain basic first aid supplies. d. Every home shall have an operable smoke detector, the specific

requirements of which shall be coordinated through the local fire marshal. If a locality does not have a local fire marshal, the state fire marshal shall be contacted.

e. The local department may require other safety related checks or verifications as deemed necessary (e.g., well water tests, electrical safety, home structure stability).

Section 5: Supporting Documentation A. References

The local department shall obtain at least three references from persons who have knowledge of each applicant's character and applicable experience with children and caretaking of others. At least one reference per person shall be from a non-relative. If a single reference addresses the skills and abilities of both applicants, it may count as one of the three references for each. The State-approved Reference Request Form (Appendix A) is acceptable as reference documentation as well as references conducted via telephone and documented in the file.

B. Physical Examination The applicant(s) and other adult caretakers residing in the home shall submit the results of a physical examination, conducted by a licensed health care professional, administered within 12 months prior to the provider’s approval. These results shall include comments regarding the person’s mental and/or physical condition or abilities, such as they relate to caring for a child in the foster care system. A Physical Examination Form (032-04-0061-eng) is available for use. All household members who come in contact with the child must submit to a tuberculosis screening and/or test, in compliance with current VDH requirements. For most individuals the screening is sufficient. Information regarding TB screening/testing may be found at: http://www.vdh.virginia.gov/epidemiology/DiseasePrevention/Programs/Tuberculosis/Policies/screening.htm

C. Prior Experience The local department worker shall confirm if an applicant previously applied to, or was approved, denied, and or closed by, any other local department or licensed child-placing agency when that information is provided on the Provider

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Application (032-04-0051-00-eng). The local department shall have the applicant sign a request to release information from the other agency in order to obtain information about previous applications and performance and shall use that information in considering approval of the applicant.

D. Verification of Marriage and Divorce Documents During a meeting with the provider(s), the worker shall visually verify all documents that give proof of the provider(s)’ marriage(s) or divorce(s). This requirement is documented on the Checklist for Initial Provider Approval 032-04-0054-00-eng (04/10).

E. Agreements The following agreements must be discussed with and, when noted, signed by the applicant during the interview process.

1. Corporal Punishment Agreement: Local departments shall have the applicant sign a Corporal Punishment Agreement 032-04-0056-00-eng (04/10). This provides an opportunity to discuss the applicant’s approach to discipline and attitude towards, and beliefs about, the use of corporal punishment with children. The local department must clearly communicate that no form of corporal punishment as defined in PART 3 of this manual (“Definitions”) may be used for any reason. The range of possible actions the local department may take as a result of the use of corporal punishment (e.g., additional training on discipline; anger management for the provider; suspension of the approval of the home; removal of the child from the home) must also be discussed.

2. Confidentiality Agreement: Local departments shall have the applicant sign a Confidentiality Agreement 032-04-0055-00-eng (04/10). The local department worker shall discuss confidentiality requirements with the applicant and ensure the applicant understands the need to keep confidential all information regarding the child, his family, and the circumstances that resulted in the child coming into care. A copy of the signed agreement shall be provided to the applicant.

3. Foster Care Agreement/Adoptive Placement Agreement: The Foster Care Agreement: Code of Ethics and Mutual Responsibilities Form 032-04-0028-00-eng is required to be signed whenever a child is placed in a provider’s home except when the placement is solely for the purpose of adoption. Although it does not need to be signed during the provider home approval process, its contents are to be reviewed and discussed with the applicant. The Adoptive Placement Agreement also is not signed during the provider approval process but should be reviewed with the applicant.

F. Financial/Employment History 1. Income Verification: The local department worker shall verify the

provider has income sufficient to meet the basic needs of the household. A Provider Approval Budget Form is available in Appendix A. Requesting credit checks may have an adverse effect on the applicant’s credit history and are discouraged. Applicants are not required to be employed so long as there is sufficient income to meet the needs of the family. Where there

June, 2010 16

is no employment, agencies should carefully examine the source and reliability of any other income or resources in establishing whether there is sufficient income to meet the needs of the family. Financial or employment history information that may be used to assess income sufficiency may include:

• recent pay stubs • tax documents (e.g., W-2s) • verification of any assistance received (SSI, food stamps, public

assistance, etc.) • utility bills (with payment history) • deployment information (military) • rental lease, public housing agreement, or mortgage statement • bank statements

2. Assets and Resources: Assets and resources include any other sources of income (e.g., real estate), estate holdings, monetary gifts or bonuses, or any public assistance. There is no general restriction on the receipt of public assistance for resource families.

3. Debts and Obligations: Debts may include aggregate amounts owed to credit cards, student loans, car leases/loans, etc. as well as individual amounts owed for home/rental, home maintenance.

Income requirements should be documented on the Checklist for Initial Provider Approval 032-04-0054-00-eng (04/10). Income requirements are not applicable to applicants who are solely approved as respite care providers.

Section 6: Pre-Service Training A. Training Requirements

The local department shall ensure that pre-service training is provided for resource, foster and adoptive family home providers, using a Department-approved curriculum, and completion of the training shall be documented in the provider’s file. Each provider shall satisfy the pre-service training requirements. Certain curricula have been verified to meet the required competencies: Parent Resources for Information, Development and Education (PRIDE), Model Approaches to Parenting Partnerships (MAPP), and Parents as Tender Healers (PATH). The Department supports PRIDE as the preferred curriculum. All other curricula must be approved by the Department in order to satisfy the pre-service requirement.

• If a curriculum has been approved for Title IV-E Pass-Through Training, this is the Department’s approval.

• To obtain approval for a curriculum other than those listed above, an agency should submit a copy of the curriculum (outlines, handouts, etc.) to the regional Resource Family Consultant,

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• The curriculum will either be approved, returned with recommendations (for addressing any missing competencies), or rejected.

B. Core Competencies Pre-Service training shall address, but not be limited to, the following core competencies:

1. Factors that contribute to neglect, emotional maltreatment, physical abuse, and sexual abuse, and the effects thereof;

2. Conditions and experiences that may cause developmental delays and affect attachment;

3. Stages of normal human growth and development (Not required for Respite Providers);

4. Concept of permanence for children and selection of the permanency goal (Not required for Respite Providers);

5. Reunification as the primary child welfare goal, the process and experience of reunification;

6. Importance of visits and other contacts in strengthening relationships between the child and his birth family, including his siblings;

7. Legal and social processes and implications of adoption (Not required for Respite Providers);

8. Support of older youth's transition to independent living(Not required for Respite Providers) ;

9. The professional team's role in supporting the transition to permanency and preventing unplanned placement disruptions;

10. Relationship between child welfare laws, the local department's mandates, and how the local department carries out its mandates (Not required for Respite Providers);

11. Purpose of service planning (Not required for Respite Providers); 12. Impact of multiple placements on a child's development; 13. Types of and response to loss, and the factors that influence the experience

of separation, loss, and placement ; (Not required for Respite Providers) 14. Cultural, spiritual, social, and economic similarities and differences

between a child's primary family and foster or adoptive family; 15. Preparing a child for family visits and helping him manage his feelings in

response to family contacts; 16. Developmentally appropriate, effective and nonphysical disciplinary

techniques; 17. Promoting a child's sense of identity, history, culture, and values; 18. Respecting a child's connection to his birth family, previous foster families

and/or adoptive families; 19. Being nonjudgmental in caring for the child, working with his family, and

collaborating with other members of the team;

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20. Roles, rights, and responsibilities of foster parents and adoptive parents(Not required for Respite Providers) ; and

21. Maintaining a home and community environment that promotes safety and well-being.

C. Non-Competency Training Requirements The following content areas are to be included in the pre-service training of applicants:

1. The Children’s Services Practice Model and Implication for Practice http://vafamilyconnections.com/documents/Practice%20Model.pdf;

2. Virginia’s Family Partnership Meetings: The Purpose and Process http://vafamilyconnections.org/documents/KEY%20ELEMENTS%20for%20Website.pdf;

3. Rate structuring and the provider’s role in the process http://spark.dss.virginia.gov/divisions/dfs/fc/files/procedures/general/adsguidance9-09.pdf;

4. The Foster Home Agreement: Code of Ethics and Mutual Responsibilities 032-04-0028-00-eng;

5. The Adoptive Home Placement Agreement 032-02-0657-00-eng; 6. Standards of Care for Continued Approval (See PART 10); 7. Shaken Baby Information

http://spark.dss.virginia.gov/divisions/dfs/cps/files/manual/12-2006/policy.pdf;

8. Any additional local department requirements. D. Prior Training Considerations

Families approved prior to 9/2/09 are not exempt from meeting competencies; however, an agency has several options.

1. Utilize the Pre-Service Competency Checklist (032-04-0062-00-eng (04/10) to affirm that these competencies have been observed over the course of the family’s experience with the agency. This checklist should be maintained in the provider’s file to indicate compliance with the pre-service standard.

2. Conduct one-on-one training to address areas lacking sufficient competence.

3. Request that the family complete pre-service. 4. Consult with the regional Resource Family Specialist.

Families whose previous training is accepted as meeting Virginia’s requirements for pre-service training shall still be provided with training on the non-competency areas under Subsection C above. This training shall be documented in the Mutual Family Assessment Report 032-04-0060-00-eng (04/10).

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Section 7: In-Service Training A. Training Requirements

Local departments shall ensure and document that each provider receives annual in-service training. Such training allows the provider the opportunity to review and learn additional information relevant to the care of children placed in foster care or an adoptive home. It also provides the local department the opportunity to engage with the provider in discussions related to child safety, permanency and well-being and assess the provider’s skill level and needs for additional training. The provider is required to complete annual in-service trainings.

B. Training Needs Training shall be relevant to the needs of children and families and may be structured to include multiple types of training modalities (for example, online foster parent training courses; seminars and conferences).

While a specific number of hours is not established by this regulation, ten (10) hours of in-service annually (per parent) should be considered the minimum acceptable amount, with no more than half of these hours obtained utilizing self-paced training methodologies (e.g., online courses, self-study books, etc.).

C. Annual Training Local departments shall provide opportunities for training on an annual basis.

1. Families should be surveyed no less than annually to determine training needs.

2. Utilization of CRAFFT as well as collaborations with neighboring localities to conduct training can bolster local department offerings of pre- and in-service training.

3. When providers wish to receive credit for training conducted outside of social services (i.e., through a local school, at a state conference), the agency should request information about the content (through an outline, handouts, etc.) as well as verification of attendance (certificate, training roster, etc.). Those local departments who use Title IV-E funds to support the costs of such trainings must submit the training information in advance of the training to the State office for approval. To access Title IV-E submission and funding information go to the link below and click on “Instructions for IV-E Funding: http://spark.dss.virginia.gov/divisions/dfs/fc/cwf.cgi

Part 6: MUTUAL FAMILY ASSESSMENT Section 1: Purpose of the Mutual Family Assessment Report As part of the approval process, the local department shall conduct a family assessment. This family assessment shall address all elements required by regulation and be documented by a combination of narrative and other data collection formats, and shall be signed and dated by the individual completing the assessment and the director of the local department or his designee. The information contained in the Mutual Family Assessment Report 032-04-0060-00-eng (04/10) shall consist of demographic information including:

June, 2010 20

• Age of applicant; • Marital status and history; and • Family composition and history. • List of agency individuals involved in completing the assessment process and their

roles. • Information indicating that the provider has been given and understands the

standards for sleeping space and maintaining a safe environment as listed in PART 5, Section 4.C.

Section 2: Assessing Applicant’s Knowledge, Abilities, Attitudes, Relationships and Capacity to Foster and/or Adopt Narrative documentation shall include information from the interviews, references, observations and other available information, and shall be used to assess and document the applicant’s skills to carry out the five competencies necessary as spelled out in PART 9, Section 2. Decisions to approve may also be based on information garnered through discussions, recommendations, etc. and should assess that the applicant:

• Is knowledgeable about the necessary care for children and is physically and mentally capable of providing the necessary care for children;

• Is able to articulate a reasonable process for managing emergencies and ensuring the adequate care, safety and protection of children;

• Expresses attitudes that demonstrate the capacity to love and nurture a child born to someone else;

• Values children’s birth family and other significant relationships; • Expresses appropriate motivation to foster or adopt; • Shows stability in all household relationships; and • Has the financial resources to provide for current and ongoing household needs.

Section 3: The Decision to Approve or Deny Applicants must meet all standards as established by the regulation and be approved by local departments of social services prior to placement of a child in the home unless an initial approval is being issued under emergency approval standards. Full approval may be achieved by the applicant meeting all standards or by meeting most standards and having a variance granted for one or more standards. Emergency approvals are temporary and require that the local department proceed with the full assessment and approval process (See Section 12). Section 4: Documenting Approval

A. Format of Approval Narrative Local departments shall document the mutual family assessment process through a narrative report that addresses specific information obtained in the course of the

June, 2010 21

approval process. The minimum required areas to be contained in the narrative are outlined in the preferred template discussed in Subsection C below.

B. Preferred Template The Mutual Family Assessment Template 032-04-0060-00-eng (04/10) is the preferred format for use in approving provider families. Local departments who choose to use another format for their narrative report must clearly address each of the categories in the preferred template.

C. Approval Checklist Not all information obtained in the course of an assessment need be written into the narrative report. Local departments are required to complete the Checklist for Initial Provider Approval 032-04-0054-00-eng (04/10).

Once completed, this form, attached to the completed narrative report, constitutes the completed Mutual Family Assessment Report 032-04-0060-00-eng (04/10).

Section 5: Notification to the Provider Once approved, providers are to be given a Certificate of Approval (Form #032-03-136/1) at http://spark.dss.virginia.gov/divisions/dfs/fc/files/forms/032-03-0136-01-eng.doc) specifying the following:

• Type of approval (dually approved as a resource provider or respite provider); • Date when the approval became effective and the date when the approval will end; • Specifications or limitations of the approval (e.g., number/types of children); and • The signature and title of the individual approving the home and the supervisor’s

signature and title.

A copy of the Certificate shall be filed in the applicant's record.

If the approval process results in the local department’s denial of the application, the local department shall notify the applicant in writing of its decision. A copy of the letter shall be filed in the applicant’s record.

Part 7: ALLOWING A VARIANCE Section 1: Process and Exclusions The variance process allows for case-by-case exceptions to the general provider approval standards.

A. Exclusions No variance shall be granted that would compromise:

1. Safety-related standards, 2. Requirements set by law (such as barrier crimes or a search of CANIS), or 3. Any variance that, if granted, would violate Federal or State law or any

local ordinances. B. Process for Obtaining a Variance

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1. Complete all requested information on the Provider Approval Variance Request Form 032-04-0053-00-eng (04/10)

2. Submit form electronically to the regional Resource Family Consultant for approval;

3. Maintain variance documentation in the applicant’s file; and 4. If granted, conduct an annual review of the variance.

Example of a non-safety related issue: A resource family has three older children, all in college for the majority of the year but who are still residents of the home. They are willing and able to care for a sibling group of six, however this would place them over the eight-child maximum. A variance can be requested to extend the family’s capacity to nine for the purpose of keeping a sibling group intact. Example of a time-limited variance: The local department identifies a close relative who is willing to start caring for the child in foster care immediately. All other requirements are met; however, pre-service training will not start for another three months. A variance can be requested for a 12-month extension to complete training (as opposed to requiring that pre-service be completed prior to the child’s placement). When the training is completed, or at the annual review of the variance, the variance will no longer be necessary. Example of a permanent variance: Through family search and engagement, an aunt has been identified as the best placement for the child; however, her living space is limited and there is no space for recreational activities in the home. The aunt has identified nearby recreational opportunities and the space, while small, is sufficient. A variance may be requested on the space and furnishings requirements of PART 5, Section 4A. Although this variance is permanent, the annual review is still required.

Section 2: Annual Review of Variances

A. Approval Status If a provider is granted a variance and is in compliance with all other requirements of this guidance, the provider is considered fully approved. The variance request/decision form must be maintained in the provider’s file, and must be updated annually.

B. Annual Review While some variances are permanent in nature, others may only be active for a set period of time. In this case, documentation that the variance is no longer applicable must be kept in the provider’s file. Annual reviews are not necessary when a variance is no longer necessary. (For example, a variance is granted to allow a grandmother to become fully approved and begin caring for her grandson prior to completing pre-service training [training does not begin for two more months and waiting does not serve

June, 2010 23

the best interests of the child]. Once grandmother completes training, this variance is no longer necessary. The worker will update the variance request/review form to indicate training was completed, send this notice to the regional Resource Family Specialist, and file the form in the provider file along with proof of the completed training).

Part 8: PROVIDER FILE Section 1: Establishing a Provider File A provider file should be established at the time a formal application is received. The application should be on Department-approved forms (Department-Approved Provider Application 032-04-0057-00-eng (04/10); alternatively, other forms/letterhead may be used so long as all required components are addressed.

A. OASIS Record The Resource Section of OASIS is the electronic file that captures information on provider homes and other resources. Information on the household applying to be a provider should be updated in OASIS as the family assessment and approval process moves forward.

It is important to search the OASIS Resource Directory prior to opening a new record in OASIS to prevent duplication. The OASIS Help section has several topics such as “Search for a Resource” and “Open a New Resource” which provide assistance when completing the screens. Contact VCCC at 1 (866) 637-8482 for additional assistance in entering resource homes into OASIS. The Home Office enters all Residential Facilities and Child Placing Agencies.

B. Paper Case File Although the Child Welfare Information System (OASIS) is the official case record, all forms, letters, and other original hard copy documents (as referenced in this guidance) must be retained in the paper provider file. Checklist for Initial Provider Approval 032-04-0054-00-eng (04/10) can help organize the file.

Section 2: Maintenance of the Provider File Any changes in the provider family that require new documents (e.g., criminal background search for a new adult in the home) or re-approval documents must be retained in the paper file and information updated in OASIS as needed. Part 9: MONITORING APPROVED HOMES/PROVIDERS Section 1: Standards of Care for Continued Approval Local departments are required to engage in on-going discussion with and supervision of providers. The “Standards of Care for Continued Approval” as described below are first discussed during the assessment in order to ensure providers are knowledgeable of what is expected of them once a child is placed in their home. The “Standards” should be part of the on-going dialogue with providers. Local workers should discuss and monitor how the provider meets these standards. Several of the “Standards” noted below also require

June, 2010 24

the local department worker to document compliance on the Re-approval Checklist for Family Renewal (032-04-0063-00-eng (04/10).

1. The provider shall provide care that does not discriminate on the basis of race, color, sex, national origin, age, religion, political beliefs, sexual orientation, disability, or family status.

2. The provider shall ensure the child receives meals and snacks appropriate to his daily nutritional needs. The child shall receive a special diet if prescribed by a licensed health care provider, or designee, or in accordance with religious or ethnic requirements or other special needs.

3. The provider shall ensure that he can be responsive to the special mental health or medical needs of the child.

4. The provider shall establish rules that encourage desired behavior and discourage undesired behavior. The provider shall not use corporal punishment or give permission to others to do so and shall sign an agreement to this effect.

5. The provider shall provide clean and seasonal clothing appropriate for the age and size of the child.

6. If a provider transports the child, the provider shall have a valid driver's license and automobile liability insurance. These will be checked at approval and re-approval but verification may be required at any time deemed necessary.

7. The vehicle used to transport the child shall have a valid registration and inspection sticker.

8. Providers and any other adults who transport children shall use functioning child restraint devices in accordance with requirements of Virginia law.

Section 2: Required Monitoring Efforts Local departments are required to monitor providers as follows:

A. Required Family Visits The local worker shall visit the home of the approved provider as often as necessary, but at least quarterly, to provide support to and monitor the performance of the provider and shall document these visits in the provider record.

1. When a child is placed in the home, these visits may coincide with the monthly visits to the child and completed by the same local department worker.

2. If there is no child placed in the home, the quarterly visit may be replaced by telephone contact.

B. Monitoring Activities If monitoring efforts indicate that significant changes in the circumstances of the provider have occurred and would impact the conditions of approval, an addendum shall be completed and included with the Mutual Family Assessment Report (032-04-0065-00-eng) and appropriate action taken. Such action may include a plan to correct any deficits noted, suspension of the provider’s approval, or revocation of the provider’s approval.

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C. Actions If the re-approval process results in the local department’s decision to suspend or revoke the provider's approval, the local department shall notify the provider in writing of its decision (See Part 11). A copy of the notification letter shall be placed in the provider's file.

Part 10: REAPPROVAL REQUIREMENTS The approval period for a provider is 36 months. Re-approvals are due by the end of the month in which the previous approval expired. Section 1: Interview Requirements During the re-approval process, the local department worker shall conduct a minimum of one interview with the provider(s) in their home. Workers are to use the visit to accomplish the following goals:

A. Review Conduct a review of the previous home approval information with the providers. By reviewing the information with the provider, the worker and provider have the opportunity to identify and discuss any changes in the provider’s situation that may affect the approval of the home, such as the number and types of children for which the provider will be approved.

B. Written Addendum The local department worker shall update the Mutual Family Assessment Report (032-04-0065-00-eng) through a written addendum, documenting the decision to re-approve the home. The addendum includes any new information the worker has obtained and considered in deciding to re-approve the provider: (i.e., new additions to the household, changes to the home, changes in marital status, or updates to capacity).

Section 2: Supporting Documentation A. Criminal Background Checks

For re-approval, both a Virginia criminal name check and Child Protective Services central registry search are required. All adults in the home should have already had either a national background check (applicant) or a Virginia state background check (other adults in the home) of criminal records completed. If however, there is a new adult in the home or a minor in the home has turned 18, at minimum, a criminal records check must be completed. Re-approval can be granted if no convictions for offenses identified as a barrier crime in Virginia exist.

B. Driver’s License, Registration and Insurance The provider and other adults expected to transport children must show evidence of a valid driver’s license, a valid motor vehicle inspection and proof of automobile insurance.

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C. Tuberculosis Screening/Test Household members must obtain and provide to the local department the results of a new tuberculosis screening as documentation of the absence of tuberculosis in a communicable form.

D. Confidentiality and Corporal Punishment Agreements Local department workers shall review the confidentiality and the corporal punishment requirements and complete new confidentiality 032-04-0055-00-eng (04/10) and corporal punishment agreements 032-04-0056-00-eng (04/10). A copy of the forms shall be given to the provider.

E. In-service Training All in-service training must be documented in the provider’s file, as well as any additional training that is needed.

The addendum to the Mutual Family Assessment Report (032-04-0065-00-eng) must indicate that the above requirements were met. When applicable, any documents received during the approval process (e.g., TB screening, training verification) are to be included in the provider’s file.

Section 3: Re-approval Report

A. Mutual Family Assessment Addendum This narrative shall address all requirements for re-approval as outlined in this guidance and contain documentation from interviews and other data collection formats, and shall be signed and dated by the individual completing the addendum and the director of the local department or his designee. Addendum Template (Mutual Family Assessment #032-04-0065-00-eng).

B. Re-approval Checklist Local departments are required to complete the Re-approval Checklist for Family Renewal (032-04-0063-00-eng (04/10). Once completed this form attached to the completed addendum constitutes the completed re-approval report.

Section 4: Notification to Provider If the provider is re-approved, they are to be provided with an approval certificate specifying the following:

1. Type of approval (dual or respite); 2. Date when the approval became effective and the date when the approval lapses;

and 3. The signature and title of the individual approving the home and the Supervisor.

If the re-approval process results in the local department's denial of the application, the local department shall notify the applicant in writing of its decision. A copy of the letter shall be filed in the applicant's record.

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Part 11: SUSPENDING OR REVOKING PROVIDER APPROVAL Actions by the provider or changes in the provider’s situation may require local departments to take action that results in the suspension or revocation of a provider’s approval. Providers who do not maintain compliance with the standards of approval as outlined in this manual must have their approval either temporarily suspended or completely revoked. Frequent contact with the provider and visits to the home by a local department worker are the major mechanisms for determining maintenance of standards. Section 1: Suspensions in Provider Approval: Suspensions may occur when a change in the circumstances of the provider results in the provider's temporary inability to meet standards (e.g., individuals living in the home with barrier crimes that would jeopardize the safety of the child(ren); safety concerns regarding the physical structure of the home). Local departments may suspend a provider’s approval when the provider cannot temporarily maintain full approval through corrective measures or issuance of a variance, and all agree that a violation of the standards for approval can be resolved. Suspensions mean the provider is no longer fully approved for the placement of children; and therefore, no child may reside in the home until the suspension is lifted. Reinstating approval requires resolution of the circumstances that caused the suspension and must be documented in the addendum to the provider's record. Any child placed with a provider at the time approval is suspended must be immediately removed. No other children may be placed with the provider during the period of suspension. A suspension does not change the approval period. Section 2: Revocation of Provider Approval: Local departments may revoke a provider’s approval when conditions in the home or actions of the provider are a threat to the safety, permanency or well-being of a child placed in the home. Local departments must revoke a provider’s approval when:

• A provider has been convicted of a barrier crime as defined by Virginia Code; • A provider does not comply with approval standards (unless a variance has been

obtained); • A provider whose approval has been suspended does not correct the conditions

that led to the suspension; Local departments may also revoke a provider’s approval when other conditions result in the department’s determination that the provider is not or cannot provide a safe, stable and nurturing home for children. Decisions to revoke and the factors that lead to such a decision must be documented in the provider’s record and discussed with the provider. A provider whose approval has been revoked and who subsequently wants to seek approval must submit a new application. Part 12: EMERGENCY APPROVAL Section 1: Emergency Approval

A. Purpose and Limitations:

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The emergency approval of resource families is used to ensure children experience the least amount of disruption in their lives when being removed from their homes and entering the foster care system. When a prospective caretaker is identified, who is not already approved as a foster parent, emergency approval requirements allow for the individual(s) to provide a home for the child while the process of approving the home is completed. An emergency approval requires a home visit (which may be completed when the child is brought to the home), criminal background checks and a CPS registry search. A copy of the Emergency Approval letter (Emergency Approval Letter, Form #032-04-0058-00-eng [04/10]) should be completed and a copy given to the provider and placed in the provider file.

B. Approval Requirements 1. An emergency approval of a provider may be granted when the placement:

a. Is with a relative; b. Is with an adult known to the family; or c. Will facilitate the child remaining in the community.

2. Emergency approvals may only be used for 60 days. By the end of the 60 days, the local department must either approve the home or place the child in an approved placement. Emergency approval should not be used when the identified caregiver does not wish to be approved as a provider.

3. This is a home where the child is likely to feel safe, have their physical needs met, and be comfortable with the caregiver(s);

4. This caregiver is clear in understanding the expectations and information outlined in sections above;

5. The caregiver conveys a commitment to the child and to keeping the child safe and will abide by the department’s requirements relating to the child’s contact with the individuals from whom the child was removed.

C. Information the Worker Shall Assess and Document 1. Background Checks: An emergency approval must include a written

statement of affirmation disclosing any criminal and child abuse and neglect history in Virginia and any other state of residence within the past five years, satisfactory findings on a the central registry search, and at a minimum, a Virginia criminal name check of all household members over age 18. The worker must indicate that this check is specifically for the purposes of an emergency placement of a child in foster care.

2. Fingerprint Requirements: Within 72 hours of placing the child in home, the individuals with whom the child has been placed must present themselves for fingerprinting and the local department must submit the fingerprints and required documentation to the State Office of Background Investigations for processing (http://spark.dss.virginia.gov/divisions/obi/background/). In that emergency approvals often occur in crisis situations, agencies should give emergency providers specific instructions with timeframes for completing this process.

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Section 2: Information for the Emergency Provider Individuals who accept children on an emergency basis must be provided with the following information:

1. Local department contact information, including but not limited to, case worker name and phone number and after hours contact information;

2. Contact information including who the child may or may not have contact with and what type of contact is allowed (e.g., supervised visitation; phone contact; email; etc.);

3. Information regarding the child’s medical history and needs including allergies, immunizations, current medical treatment, the child’s doctor’s names and contact information and, when applicable, the child’s medication;

4. Educational information including provisions for getting the child to school and, if applicable, the plan for enrolling the child in a new school;

5. The local department’s plan for immediate follow-up regarding the child, including but not limited to, next worker visit to the home; school enrollment; medical follow-up; visitation between the child and family members including siblings;

6. A review of and signing the Foster Care Agreement: Code of Ethics/Mutual Responsibility Agreement;

7. A review and signing of the confidentiality agreement, including a discussion of the meaning of confidentiality;

8. A discussion of the prohibition against the use of corporal punishment under any circumstances. Corporal punishment shall be defined and the caregiver must agree to refrain from all such methods of discipline. The Corporal Punishment Agreement must also be signed; and

9. The expectation and process for obtaining full approval as a provider and the next steps the local department will take to support the caregiver’s decision to pursue full approval.

Part 13: RESPITE PROVIDER APPROVAL Section 1: Purpose of Respite Placements Respite care is a placement resource designed to provide relief to families caring for children by providing short-term substitute care for children. The purpose of respite care for provider families is to reduce foster home disruption and provide a stable foster care placement for the child. See Section 9.15 of the Foster Care Manual at: http://spark.dss.virginia.gov/divisions/dfs/fc/files/fc_manual/manual/chapter_9_service_delivery.pdf Respite placements may be used when a family emergency arises, in the event of an illness, to provide the foster family with time to spend with immediate family members and friends or for foster parents to have some time to themselves. It may also be used to

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provide respite to support the needs of a child who is transitioning to an adoptive placement or stepping down from a more restrictive placement (i.e., congregate care setting) to a foster or adoptive home or to the home of a relative through regularly scheduled visits. Such visits may help evaluate appropriate matching of the child with the prospective family and ultimately reduce the number of placement disruptions. Relative respite care is a viable tool to help maintain vital family connections that are important in establishing and maintaining permanency. Relative respite care also may increase the possibility of relative adoption or custody of the child by relatives. Individuals with whom a child may spend time socially (e.g., overnight stays with a friend, church camp, etc.) are not subject to approval as respite providers.

Section 2: Approval of Respite Providers

1. Dual Approval: Providers with full, dual approval may also provide respite care.

2. Respite Approval Only: Providers approved for respite only must satisfy all requirements for dual approval with the exception of.

a. Of the 21 pre-service training core competencies required for fully-approved providers only 13 specific core competencies are required for respite only providers. (See Part 5, Section 7),

b. Provision of financial information. 3. Re-approval of Respite Providers: Local department workers should follow

requirements for re-approval for respite provides as spelled out in Parts 9, 10 and 11.

4. In-service Training: The Department shall provide opportunities annually for in-service training.

Part 14: PROVIDER’S RIGHT TO GRIEVE Section 1: Allowable Grievances

A. Provider Approval For initial approval or for provider re-approval, the applicant shall have the right to grieve the actions of the local department to the local board on issues related to their application to become a provider.

B. Child Placement

Decisions on the placement of a specific child with a provider are not subject to grievance. The local board shall have the final authority to determine appropriate placement for children pursuant to § 16.1-278.2 of the Code of Virginia. Decisions regarding final adoptive placements are made by the circuit court pursuant to Chapter 12 (§ 63.2-1200 et seq.) of Title 63.2 of the Code of Virginia.

Section 2: Grievance Procedure:

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Each local department is responsible for developing procedures for addressing and resolving grievances filed by applicants or providers. Documentation of grievances filed and their resolution are to be kept in the provider/applicants’ file. Part 15: FORMS, TOOLS AND RESOURCES Section 1: Forms

A. Required Forms Addendum Template (Mutual Family Assessment) 032-04-0065-00-eng (05/10) Certificate of Approval (LDSS) 032-03-136/1

Checklist for Initial Provider Approval 032-04-0054-00-eng (04/10) Code of Ethics 032-04-0028-00-eng Confidentiality Agreement 032-04-0055-00-eng (04/10) Corporal Punishment Agreement 032-04-0056-00-eng (04/10) Department-Approved Provider Application 032-04-0057-00-eng (04/10) Emergency Approval Letter 032-04-0058-00-eng (04/10) Emergency Placement Information Form 032-04-0059-00-eng (04/10) Emergency Plans Form 032-04-0064-00-eng (04/10) Mutual Family Assessment Template 032-04-0060-00-eng (04/10) Physical Examination Report 032-04-0061-00-eng (04/10) Pre-Service Competency Checklist 032-04-0062-00-eng (04/10) Re-approval Checklist for Family Renewal 032-04-0063-00-eng (04/10) Request to Discontinue Reprints 032-02-0512-00-eng Sworn Statement 032-05-0973-00-eng

Variance Request Form 032-04-0053-00-eng (04/10) B. Suggested Forms

Procedures for Discontinuing Prints for Name Search (No Number) Provider Approval Budget (No Number) Suggested Reference Request (No Number)

Section 2: Tools and Resources

AdoptUsKids www.adoptuskids.org

Answering the Call Guidebooks & Publications: http://www.adoptuskids.org/resourceCenter/atcPublications.aspx

For training and technical assistance resources: (Includes links to many online resources regarding promising practices) http://216.38.216.37/adoptusa/index.html

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To subscribe to monthly E-Notes newsletter: http://216.38.216.37/adoptusa/enotessignup.html

Answering the Call Guidebooks & Publications: http://www.adoptuskids.org/resourceCenter/atcPublications.aspx

Annie E. Casey Foundation www.aecf.org

Family to Family – Foster Care Reform http://www.aecf.org/Home/MajorInitiatives/Family%20to%20Family.aspx

Family to Family Resources & Publications: http://www.aecf.org/Home/MajorInitiatives/Family%20to%20Family/Resources.aspx

Recruitment, Training and Support Manual: http://www.aecf.org/Home/MajorInitiatives/Family%20to%20Family/~/media/PDFFiles/FamilytoFamily/recruit%20pdf.ashx

Family to Family Initiative DVD (includes four videos in English and Spanish: Building Partnerships in Child Welfare; Team Decisionmaking: Involving Family and Community in Child Welfare Decisions; Voices of Youth: Supporting Adolescents in Foster Care; and Make a Difference (Resource Family Recruitment and Support). http://www.aecf.org/KnowledgeCenter/Publications.aspx?pubguid={719BAD82-BB2D-4675-A9A7-6603522C5F8B}

Child Welfare Information Gateway www.childwelfare.gov

Foster Parenting: Resources for Child Welfare Caseworkers and Professionals http://www.childwelfare.gov/highlights/foster_parent/case_prof.cfm

Adoption Resources: http://www.childwelfare.gov/adoption/index.cfm

Dave Thomas Foundation www.davethomasfoundationforadoption.org

Many free resources including guidebooks, posters and DVDs: http://www.davethomasfoundationforadoption.org/materials.asp

DHHS Children’s Bureau Express newsletter (current issue and links to previous issues) http://cbexpress.acf.hhs.gov/index.cfm

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To subscribe to Children’s Bureau express and/or other federal newsletters: http://cbexpress.acf.hhs.gov/subscribe.cfm?issue_id=2007-05

National Child Welfare Resource Center for Adoption http://www.nrcadoption.org/

Roundtable newsletter and subscription information: http://www.nrcadoption.org/resources/roundtable.htm

National Child Welfare Resource Center for Family Centered Permanency Planning (Hunter College)

“Hot Topics” links a huge amount of resources on many aspects of out-of-home care, and lots of youth permanency resources: http://www.hunter.cuny.edu/socwork/nrcfcpp/information.html#hottopics

Various newsletters available, including Weekly Update; to view or subscribe: http://www.hunter.cuny.edu/socwork/nrcfcpp/newsletters.html

Relative Mining: Finding and Engaging Kin and Other Caring Adults Detailed Family Finding and Engagement Guides

Catholic Community Services of Western Washington and EMQ Children & Family Services. (2008). Family Search & Engagement: A Comprehensive Practice Guide http://www.emq.org/press/docs/FSE_guide.pdf

Child Focus. (2007). Making Relative Search Happen. A Guide to Finding and Involving Relatives at Every Stage in the Child Welfare Process. http://www.childfocuspartners.com/images/RelativeSearchGuide10-15.pdf

Iowa Foster & Adoptive Parents Association. (2008). Completing the Circle: Uncovering, Discovering & Creating Connections for Your Children. http://www.ifapa.org/resources/CompletingtheCircle.pdf

Louisell, Mardith J., (2008). Six Steps to Find a Family: A Practice Guide to Family Search and Engagement. http://www.cpyp.org/Files/SixStepsFamilyFinding06-08.pdf

Other Helpful Resources:

Casey Family Programs. (2007). Supporting Kinship Care Promising Practices and Lessons Learned Breakthrough Series Collaborative. http://www.casey.org/Resources/Publications/KinshipBSC.htm

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Child Welfare Information Gateway. (2008). Placement of Children With Relatives. www.childwelfare.gov/systemwide/laws_policies/statutes/placement.cfm

Conway, T. and Hutson, R. (2007). Is Kinship Care Good for Kids? http://www.clasp.org/publications/is_kinship_care_good.pdf

Iowa Department of Human Services. (2007). Relative Search & Placements Practice Bulletin. http://www.dhs.state.ia.us/docs/01.08_Relative_Search_and_Placements.pdf

Minnesota Department of Human Services. Relative Search Best Practice Guide. http://edocs.dhs.state.mn.us/lfserver/Legacy/DHS-4558A-ENG National Resource Center for Family-Centered Practice and Permanency Planning - Kinship/Relative Care Resources http://www.hunter.cuny.edu/socwork/nrcfcpp/info_services/kinship-relative-care.html Part 16: BEST PRACTICE Section 1: Recruiting Providers

A. Basic Principles 1. Utilize data to drive recruitment, developing a profile of those children for

whom the agency most needs families. 2. Conduct utilization studies of provider families to determine priorities for

targeted recruitment of new families as well as the in-service needs of existing resource parents.

3. Support and retention of current families is the most effective overall recruitment strategy.

4. Focus on strengthening the local department’s capacity for assessment and training of resource families prior to engaging in recruitment.

5. Increase utilization of CRAFFT to bolster support and retention of existing families.

B. Balancing Types of Recruitment A balanced recruitment plan incorporates a majority of targeted and child-specific recruitment, with a nominal amount of general recruitment.

1. Conduct a minimal amount of general recruitment (e.g., 10%), using data to inform prospective families of the number, types, and needs of the children in foster care. General recruitment typically serves as community education and

creates an awareness of the foster care system and those it serves. 2. Utilize targeted recruitment for the community at-large, focusing in on

those populations whose characteristics match with the needs of the children currently in care

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Targeted recruitment should be used to develop a diverse pool of families who can receive and nurture children and youth as the agency works to establish permanence.

3. Child-specific recruitment is child-focused, exploring existing connections when possible; the amount of child-specific recruitment needed is dependent upon the population of children in care, and is most effective for certain populations:

a. youth who have lingered in care for more than two years, b. large sibling groups, c. children with exceptional needs or circumstances, d. all children and youth with TPR for whom permanence is not yet

established. In a proactive system, child-specific recruitment is a natural extension of the diligent searches that have been conducted throughout the life of a case for the purpose of establishing supports for the birth family and/or maintaining connections for the child.

C. Responding to Inquiries 1. Activities such as managing the initial phone call, information packets,

and orientation sessions are extensions of recruitment. 2. A welcoming, “screen in” approach is more effective than the traditional

“screen out” practice (which turns away many viable families and reinforces a negative community image of DSS).

3. Regularly scheduled information sessions (orientations) are better attended than sporadic scheduling.

4. Tracking prospective families from the first phone call to completed approval minimizes “application drift,” ensures that all documentation is obtained, and provides the opportunity for follow-up with families for quality assurance.

D. Exploring Other Ways to Serve Children All recruitment plans should include consideration of other service options for those individuals who cannot be approved as a foster, adoptive or resource home, such as mentoring, volunteering, or in other ways providing service to children and youth.

Section 2: Supporting and Retaining Resource Families

A. Basic Principles 1. Resource families provide a service that the agency cannot; and therefore,

they should be treated with respect and valued as members of the child’s permanency team.

2. Because children in the system of care often have exceptional needs, the families caring for them must have the services and supports that will enable them to provide appropriate care for children and connections to their families.

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3. Support and retention of currently approved families is the single most effective recruitment strategy.

4. Data regarding the utilization of resource families, their expressed needs for training and support, and their overall level of satisfaction should be collected and regularly used to inform both recruitment and retention activities.

B. Supporting Placements Providing a high level of information and support at both the early and ongoing stages of placement is critical in order for both the family and the agency to meet a child’s needs.

1. The very first placement a family experiences after approval should be given extra time and responsiveness to assist the family in putting their training into practice, making the needed adjustments to their home and schedule to meet the child’s needs, preparing for and responding to their own children’s needs during this transition, and beginning the early work of maintaining the connection between the child and the birth family.

2. All relevant information about the child (and where appropriate, the birth parents) should be shared with resource parents caring for that child—without it, they are unable to meet the child’s needs and this inability undermines placement stability.

3. Create opportunities for resource families and the child’s family to develop ongoing relationships in service of safety, permanency, and well-being for children in care. This relationship should be regarded as a priority, facilitated by the agency, and valued by the child’s permanency team.

C. Valuing Resource Families As the providers of the child’s daily care, resource parents possess a unique perspective and should be regarded as persons with expertise about the child. They should be treated as valued members of the child’s permanency team.

1. Communication is a fundamental component of teamwork with resource families, requiring prompt efforts and a high level of overall customer service.

2. Providing timely notification of court hearings, team meetings, visits, etc. allows families to plan schedules and prepare accordingly, and displays a fundamental level of respect for the family.

3. Support and respond to the needs of resource families in a timely manner, including providing ongoing training and linking them to community resources.

4. Ensure that training and support activities are driven by family needs and incorporate a variety of topics; utilize CRAFFT to connect families to training opportunities.

5. Utilize an ongoing process to gather information about the needs of resource families and their overall satisfaction level regarding their relationship with the agency.

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6. Recognize and acknowledge resource families for their expertise and service.

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HOME APPROVAL GUIDANCE MANUAL

Appendix A This guidance document references certain forms to assist local department workers in the execution of their duties in the provider approval process. The forms contained in Appendix A are not State-required forms, but forms that are suggested because they contain the needed information. Local departments may copy and use these forms as or use their own forms that contain the required elements. Suggested forms are:

• Procedures for Discontinuing Prints for Name Search (No Number) • Provider Approval Budget (No Number) • Suggested Reference Request (No Number)

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PROCEDURES FOR CONDUCTING NAME-BASED CHECK OF THE NATIONAL CRIME INFORMATION DATABASE WHEN AN

APPLICANT’S FINGERPRINTS ARE UNOBTAINABLE DUE TO A DISABILITY OR ARE OF LOW QUALITY

July 2008

In some limited cases, an individual’s fingerprints may not be obtainable as a result of disability or low quality due to factors such as age and occupation. In order to determine if fingerprinting should be discontinued and a name check requested, the following procedures should be followed.

I. Initial Steps

A. Each agency should require that each applicant be fingerprinted.

B. When the agency has been notified that the applicant’s fingerprints have been rejected, the agency should maintain factual information concerning how many times a print or re-print has been submitted.

NOTE: Criminal background checks are completed by both the state police and the FBI. It is possible that one set of fingerprints are classifiable (acceptable) for the state police but are rejected by the FBI and vice versa. This happens because the two law enforcement agencies use different equipment to read the prints. It is important to note which law enforcement agency is rejecting the prints. In some instances both law enforcement agencies may reject the fingerprints.

C. Each agency should follow all procedures to obtain good prints from an individual. A different person should take any additional sets of prints from the applicant.

D. If the individual has a disability, the person taking the finger prints must note on the fingerprint card that the applicant has a disability or condition preventing fingerprinting or the individual does not have finger (tips).

II. Steps to Obtain a Name Search

A. Once the applicant’s fingerprints have been rejected three times by the state police or two times by the FBI, the agency should complete the Request to Discontinue Reprints form and send it to the Background Investigation Unit. Fingerprints must be submitted on individuals even when all fingers cannot be printed. If the applicant has a disability that prevents the individual from being fingerprinted, the agency can submit a discontinuance form after the first rejection. The person who is taking the fingerprints should note on the fingerprint card disabilities or conditions preventing fingerprinting.

B. Each agency should ensure that all names used by an individual are listed on the finger print cards in the Aliases (AKA) section. This is especially

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important for women who should list maiden names and former married names.

C. BIU will verify that the information regarding reprinting is correct.

D. If the information is not correct the BIU will return the form to the agency denying permission to discontinue reprinting. The rational for the denial will be included on the form. The agency should obtain another set of prints from the applicant following any guidelines received from the BIU.

E. If the information on the form is correct, BIU will return the form to the agency indicating that approval has been given to discontinue fingerprinting. BIU will submit a letter to the State Police requesting that a name check be completed on the applicant. Name checks often take a month or more to be returned to BIU.

F. Once the name check has been received, BIU will screen the results from the name check and return a letter to the agency indicating if the applicant is eligible or not eligible to provide services according to the results of the name search. If the results of the name check are inconclusive an Adequate Information Is Not Available letter will be sent to the agency.

G. The agency should retain the Request to Discontinue Fingerprinting form and the name check results letter in their records.

H. The background investigation is not complete until both the form and the name search results letter are received.

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Provider Approval Budget Sheet

Monthly Income: 1. $________________ (net or gross) Source: _____________________ 2. $________________ (net or gross) Source: _____________________ 3. $________________ (net or gross) Source: _____________________ 4. $________________ (net or gross) Source: _____________________ $________________ TOTAL MONTHLY INCOME Monthly Expenses:

Mortgage/Rent $_______________ Cable/Satellite $_______________

Utilities $_______________ Internet Service $_______________

Groceries $_______________ Car Payment(s) $_______________

Phone(s) $_______________ Credit Cards(s) $_______________

Insurance(s) $_______________ Misc./Other $_______________ $ _______________ TOTAL MONTHLY EXPENSES

I certify the above information to be true and accurate. Signature (Provider) Date Signature (Provider) Date

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Reference Request Form Date: _________ To the Reference Provider: Name: _________________________________ Address: _______________________________ Phone #: _______________________________ ___________(Name of individual or family)__________________ has applied to be a _________(Type of Resource)____________ for a child or children in the custody of _______________(LDSS name)_________. Your name was provided as a reference, and you are being requested to reply to the following questions. If for some reason you cannot comply with this request, please call _____________________ at ___________________ ASAP. Please return this form to: LDSS______________________________________ Address: ___________________________________ City/Zip Code: _______________________________

1. What is your relationship to the applicant(s)? 2. How long have you known the applicant(s)

3. Have you seen the applicant(s) interact with children, and if so, how would you

describe their skills and abilities with children?

4. What information can you provide about the applicant(s)’ general character, including such factors as personality, temperament and reputation?

5. Please describe any personal characteristics that would positively or negatively

impact their ability to provide care to a child not born into their family.

6. Knowing the individual or family as you do, are there any particular supports or training that you would recommend in order to make this an excellent placement for children?

7. What else, if anything, would you like to add that you may not have been able to

address in the previous questions?

8. Finally, do you recommend this individual or family be approved as ___________________________?

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The information you are providing is an important part of the application process and important to children who need a family to support them. Your time is greatly appreciated. Local department worker (name)______________________________________________ Contact Information if different than above: ______________________________